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Key Responsibilities and Required Skills for a Permit Coordinator

💰 $50,000 - $85,000

ConstructionAdministrationComplianceProject ManagementReal Estate

🎯 Role Definition

This role requires a meticulous and driven Permit Coordinator to join our dynamic team. In this pivotal role, you will be the central point of contact for all project permitting, entitlements, and regulatory compliance. You will navigate the complex landscape of municipal, county, and state agencies, ensuring that our construction and development projects proceed without delay. The ideal candidate is a master of organization, a diplomatic communicator, and a tenacious problem-solver who thrives on seeing a project through from due diligence to final inspection. You will be an essential liaison between our internal teams (project managers, engineers, architects) and external government bodies, making your role critical to our operational success.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Project Administrator
  • Construction Assistant
  • Administrative Coordinator
  • Paralegal Assistant

Advancement To:

  • Senior Permit Coordinator
  • Permitting Manager
  • Project Manager
  • Compliance Manager

Lateral Moves:

  • Land Use Planner
  • Contracts Administrator
  • Zoning Analyst

Core Responsibilities

Primary Functions

  • Manage the end-to-end permit lifecycle, from initial research and application preparation to submission, tracking, and final close-out.
  • Serve as the primary liaison between the company and various jurisdictional agencies, including building departments, planning commissions, and environmental agencies.
  • Conduct thorough research and interpretation of municipal, county, and state codes, ordinances, and regulations to ensure project plans are compliant.
  • Prepare, review, and submit a high volume of complex permit applications with complete accuracy and all required supporting documentation.
  • Coordinate directly with architects, engineers, surveyors, contractors, and clients to gather all necessary information and drawings for permit submission.
  • Proactively track the status of all permit applications, diligently following up with agency reviewers to expedite approvals and resolve any issues.
  • Maintain a comprehensive and up-to-date database of permit statuses, renewal dates, inspection schedules, and agency contact information.
  • Resolve and respond to plan check comments, correction notices, and rejections from reviewing agencies in a timely and effective manner.
  • Schedule, coordinate, and track all required project inspections with local authorities, ensuring the appropriate personnel are on-site.
  • Develop and foster positive, professional relationships with government agency staff, plan checkers, and inspectors to facilitate smoother processes.
    acts, and inspectors to facilitate smoother processes.
  • Provide regular, detailed updates on permit status, potential risks, and timelines to project managers, leadership, and other key stakeholders.
  • Manage the financial aspects of permitting, including the processing of payments for permit fees, bonds, and other associated costs.
  • Review project blueprints, schematics, and specifications for compliance with local building codes and zoning laws prior to submission.
  • Identify potential permitting risks and roadblocks early in the project lifecycle and develop strategic mitigation plans to prevent delays.
  • Navigate complex entitlement processes, including applications for zoning variances, conditional use permits, and site plan approvals.
  • Prepare and distribute complete, approved permit packages to field crews, site supervisors, and project managers.
    áges to field crews, site supervisors, and project managers.
  • Manage the permit close-out process upon project completion, ensuring all final inspections are passed and certificates of occupancy are obtained.
  • Conduct preliminary due diligence and site feasibility research to identify permitting requirements and potential challenges for prospective projects.
  • Attend and represent the company at virtual or in-person meetings with city planners, building officials, and public review boards.
  • Ensure all required documentation, such as plans, surveys, soil reports, and structural calculations, are complete, current, and correctly formatted for submission.

Secondary Functions

  • Support the project management team with ad-hoc research on zoning, land use matters, and changes in local ordinances.
  • Contribute to the continuous improvement of the company's internal permitting processes, standards, and tracking systems.
  • Collaborate with the legal and finance departments to manage and track bonds, letters of credit, and insurance requirements for permits.
  • Participate in pre-construction and project kickoff meetings to provide critical insights on permitting strategy, timelines, and potential hurdles.

Required Skills & Competencies

Hard Skills (Technical)

  • Deep understanding of the permit application, submission, and approval process.
  • Strong knowledge of building codes (IBC, IRC), zoning ordinances, and land use regulations.
  • Proficiency in project management software (e.g., Procore, Buildertrend, Asana, MS Project).
  • High proficiency in the Microsoft Office Suite (Word, Excel, Outlook, Teams).
  • Ability to read and interpret architectural, civil, and structural plans and specifications.
  • Experience navigating various municipal and government online permitting portals.
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  • Database management, record keeping, and report generation.
  • Research skills for due diligence, code interpretation, and feasibility studies.

Soft Skills

  • Exceptional organizational and time-management skills with the ability to manage multiple projects simultaneously.
  • Superior written and verbal communication skills for clear correspondence with agencies and internal teams.
  • Tenacious problem-solving and critical-thinking abilities to overcome bureaucratic hurdles.
  • Strong negotiation, persuasion, and relationship-building skills.
  • Meticulous attention to detail and a commitment to accuracy in all documentation.
  • Resilience and the ability to work calmly and effectively under pressure and with tight deadlines.
  • Proactive, self-motivated work ethic with a strong sense of ownership.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED, supplemented by relevant work experience.

Preferred Education:

Associate's or Bachelor's Degree from an accredited institution.

Relevant Fields of Study:

  • Construction Management
  • Urban Planning
  • Business Administration
  • Public Administration
  • Paralegal Studies

Experience Requirements

Typical Experience Range:

2-5 years of direct experience in a permit coordinating, project administration, or a similar role within the construction, engineering, telecommunications, or real estate development industry.

Preferred:

Demonstrated experience dealing directly and successfully with a variety of municipal agencies, building departments, and planning/zoning commissions is highly preferred.

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